THE ENTERPRISE TRANSFORMATION | FINANCIALS
Procurement Info Session
1University System of Georgia Institution4/3/2019
Agenda
2University System of Georgia Institution
• About Info Sessions• Enterprise Transformation Overview• Financial Transformation Background• Procurement
• Workday 101: Procurement• Requisition Demo• PCard Demo
• Q&A
4/3/2019
Safe HarborThe information delivered within this presentation was published on
This information, while accurate at the time, is subject to change.
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Campus Info Session Expectations• These sessions are not training, training will be available this spring
• Today's session will cover a very basic introduction to what Procurement looks like in Workday
4/3/2019
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Campus Outreach
*Recordings of previous info sessions can be found at transformation.gatech.edu/resources
4/3/2019
Procurement Restricted Funds (Gifts) Reporting Go Live
March2019
April2019
May2019
May2019
Campus Info Session (3 in person, 1 webinar)
Special Topic Webinar
Go Live (Cutover, Training, & Support) Webinar
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Workday Training
4/3/2019
GeneralBanking & Settlement
Business AssetsCustomer Accounts
ExpensesFinancial Accounting
GrantsProcurement
ProjectsReporting
Supplier Accounts
Trai
ning
Top
ics
6
11
9
100
Details at transformation.gatech.edu/training
Instructor-Led Trainings (ILT)• Classroom training for central office
users & financial managers
Web-Based Trainings (WBT)• Independent learning for financial
usersSeminars• Auditorium training on WBT content
with Q&A for financial users.
Job-Aids/ Quick Reference Guides• On-demand guides for financial users
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Training Offerings - Procurement
4/3/2019
Course Offering Training Type Intended AudienceWorkday Procurement• This course will be advertised to all employees and will cover
the procurement process, focusing on how to create requisitions, how to locate the status of your requisition or purchase order, how to create a change order, and how to create receipts.
Web-based and Seminar All Workday Roles
Workday PCard Process and Approvals• This video will walk users through the new PCard verification
and approval process in Workday.
Video and Seminar PCard Holders, Procurement Data Entry
Specialist, Worktag Managers
Job aids on Procurement and PCard Processes such as requisitions, purchase orders, change orders, PCard transaction verifications, etc.
Job Aids All Workday Roles
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Enterprise Transformation
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2018 2019 2020
HCM
LITE
Plan
Plan
Student Reporting
Architect
Financials ReportingHR Reporting
Configure & Prototype Test Deploy
DesignConfigure & Develop
Test & TrainDeploy
July 2019 Go Live
Jan 2020 Go Live
Live!July 2019 Go Live Jan 2020
Go Live
Financials
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Workday Scope
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Business Assets
Financial Accounting ProjectsProcurement
Grants Management
BudgetsBanking & Settlement
Customer Accounts
Expenses
Supplier Accounts
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Workday 101: Procure-To-Pay
4/3/2019
PeopleSoft / BuzzMart Term Workday TermVendor SupplierContracts Supplier ContractsAccounts Payable Supplier AccountsShopper Employee as SelfRequester RQ ReviewerFinance Approver Cost Center ManagerSpend Approver Driver Worktag Manager
• Gift Manager• Grant Manager• Project Manager• Designated Manager• Custodial Entity Manager• GTRI Charge Code Manager
Link to Handout: b.gatech.edu/2FKQpb9
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Requisitions: What’s Not Changing
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Punch out and Hosted Catalogs
Unit Approvers in Workflow
Policies and Procedures
Choices of Suppliers
Link to Handout: b.gatech.edu/2FKQpb9
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Requisitions: What’s Changing
4/3/2019
Business Asset Accountant Approver
PO Change Orders
Comments on Requisitions has
Limited Functionality
Single System from Req to Check
Employee Initiates Requisition and
Enters Accounting
No More Requisition
Flipping
Search Functions are Different
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Requisitions: What’s Changing
4/3/2019
Splits By Quantity or Amount
Purchase Order Rollover at Year End
Procurement RQ & Bill Only RQ
Templates for Frequent
Purchases
Driver Worktag Manager
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Requisition Approvals
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Employee as Self Initiates
RQ
RQ Reviewer
Cost Center Manager
GiftGrantProject Custodial Entity DesignatedGTRI
Business Asset
AccountantEHS
Manager
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Requisitions Demonstration
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Create non-catalog requisition with goods & services lines
View catalogs
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Purchase Orders for Subagreements
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CIS SubagreementForm Created by
Business Unit
Approval of Subaward by OSP
Contract created by OSP
PO created and managed by OSP
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Purchase Orders for Facilities
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Facilities Project Form Created by
Business Unit
Approval of Project by Facilities
Contract created by Facilities
PO created and managed by
Facilities
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PCard: What’s Not Changing
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PCard Ownership PCard PoliciesAttach
Receipts per Transaction
DocuSign for ReqApprovals
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PCard: What’s Changing
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Transaction Verify Creates GL Entries
Verify Transactions Individually
Unreconciled Transactions Do
Not Hit Your Budget
PCardTransactions in
Workday
Driver Worktag Manager
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PCard Approvals
4/3/2019
CardholderPCard Cost
Center Manager
GiftGrantProject Custodial Entity DesignatedGTRI
Employeeas Self
Bank of America
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PCard Accounting
4/3/2019
PCard Purchase
Workday GL Master Account
Debit CreditExpenses Liability
Transaction Verification
Debit Credit
Expenses(Cost Center,
Grant, Gift, etc.)
Expenses(Master Account)
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PCard Demonstration
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Part 2Verify transaction on behalf of cardholder
Part 1Verify transaction as cardholder
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Session Objectives• Provide an overview of outreach activities and training• Provide an overview of the Enterprise Transformation Portfolio
and Financials Program• Learn about Workday Procurement and the changes coming to
campus• Learn how requisitions are completed in Workday• Learn how PCard transactions are completed in Workday
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Let’s stay connected!Questions or Feedback?
• Helpdesk Email: [email protected]
• Website: http://transformation.gatech.edu
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